Thanet Early Years Project aims to provide equality of opportunity and value the diversity of the staff, volunteers and children and families using our services, irrespective of their age, disability, gender, race, religion or belief, sexual orientation, social class or marital status. Copies of our policies are held at our Nursery Settings.
Privacy Policy
Privacy Notice for Thanet Early Years Project
This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Who are we?
Thanet Early Years Project collects, uses, and is responsible for certain personal information about you. When we do so, we are regulated under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and we are responsible as the ‘controller’ of that personal information.
The personal information we collect and use
We collect the following personal information:
Personal information (name, date of birth, gender, home address, postcode)
Special category data (special educational needs (SEN) information, ethnicity, medical information)
Parents’/Carers’ information (name, date of birth, National Insurance number, National Asylum Support Service number)
Financial eligibility information (30 hours free childcare codes)
Attendance information (sessions attended, absences, reasons for absence)
How we use your personal information
We use your personal information to:
Check and calculate free entitlement
Provide appropriate pastoral care and support
Administer funding
Provide advice, support, and guidance to the setting
Ensure financial and policy compliance
Assess and improve the quality of services
Comply with legal data sharing requirements
Safeguard children
How long your personal data will be kept
We will:
Retain financial information securely for 7 years, then archive or securely destroy it
Retain children's personal information securely from their date of birth until they reach age 25, then archive or securely destroy it
Reasons we can collect and use your personal information
We collect and use personal information to comply with legal obligations under:
Section 537A of the Education Act 1996
Section 83 of the Children Act 1989
The Childcare Act 2006
The Special Educational Needs and Disability Regulations 2014
We also process your data because
It is necessary to perform a task in the public interest
It is necessary for reasons of substantial public interest (equality of opportunity or treatment)
Who we share your personal information with
Department for Education (DfE)
Kent County Council Management Information & Finance
Other local authorities or early years settings
Kent County Council teams supporting children
Commissioned providers of local authority services
Local multi-agency forums providing SEND support (e.g., EY LIFT)
Schools that children attend after leaving us
Partner organisations in the Kent & Medway Information Sharing Agreement (e.g., police, health services)
Contracted providers of services (where consent has been given)
We routinely share information with:
We will share personal information with law enforcement or other authorities if required by applicable law.
The National Pupil Database (NPD)
We are legally required to provide information about our pupils to the DfE as part of statutory data collections. This information is stored in the National Pupil Database (NPD) and may be shared with approved third parties for research, statistics, or policy development.
For more information:
Early Years Census
National Pupil Database user guide
The DfE may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
conducting research or analysis
producing statistics
providing information, advice or guidance
The DfE has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
who is requesting the data
the purpose for which it is required
the level and sensitivity of data requested: and
the arrangements in place to store and handle the data
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
Your Rights
Under the UK GDPR, you have rights which include:
The right to be informed
The right of access to your data
The right to rectification of inaccurate data
The right to erasure (in some circumstances)
The right to object to data use for specific purposes
The right to withdraw consent (where applicable)
The right to data portability
Rights in relation to automated decision-making and profiling
For more information about your rights, visit the ICO guidance.
How to exercise your rights
To make a request, contact:
The Project Manager, Thanet Early Years Project Tel: 01843 609634
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Keeping your personal information secure
We have security measures to protect personal information against loss, misuse, or unauthorised access. Access is limited to those with a genuine need to know and who are under a duty of confidentiality.
Procedures are in place to deal with any suspected data breaches. We will inform you and the relevant regulator when legally required.
Who to Contact and Where to go for Further Information
Please contact the Project Manager of Thanet Early Years Project to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for. If you would like to get a copy of the information about you that KCC shares with the DfE or how they use your information, please contact the Information Resilience and Transparency Team at .
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.
For further information about how the Department for Education uses your information: To find out more about the pupil information we share with the DfE, for the purpose of data collections, go to https://www.gov.uk/guidance/early-years-census
Thanet Early Years Project (TEYP) is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (GDPR UK) and The Data Protection Act 2018.
Article 5 of the GDPR UK requires that personal data shall be:
Processed lawfully, fairly and in a transparent manner in relation to individuals;
Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes:
Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
Accurate, and where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR UK in order to safeguard the rights and freedoms of individuals; and
Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
The Eight Data Protection Principles (Data Protection Act 2018) underpin the 7privacy principles of the GDPR UK
Fairly and lawfully processed.
Processed for limited purposes.
Adequate, relevant and not excessive.
Accurate.
Not kept for longer than is necessary.
Processed in line with your rights.
Secure.
Not transferred to other countries without adequate protection.
General Provisions
This policy applies to all personal data processed by Thanet Early Years Project.
The Responsible Person (Kim Hammond) shall take responsibility for the Charity’s ongoing compliance with this policy.
This policy shall be reviewed at least annually.
Thanet Early Years Project shall register with the Information Commissioner’s Office (ICO) as an organisation that processes personal data.
Lawful, fair and transparent processing
To ensure its processing of data is lawful, fair and transparent, Thanet Early Years Project shall maintain a Register of Systems.
The Register of Systems shall be reviewed at least annually.
Individuals have the right of access their personal data and any such requests made to Thanet Early Years Project shall be dealt with in a timely manner.
Lawful purposes
All data processed by Thanet Early Years Project must be done on one of the following lawful bases; consent, contract, legal obligation, vital interests, public task or legitimate interest.
Thanet Early Years Project shall note the lawful basis in the Register of Systems.
Where consent is relied upon as a lawful basis for processing data, evidence of opting in consent shall be kept with the personal data.
Where communications are sent to individuals based on their consent, the option for the individuals to revoke their consent should be clearly available, and systems should be in place to ensure such revocation is reflected accurately in Thanet Early Years Project’s systems.
Data Minimisation
Thanet Early Years Project shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
Accuracy.
Thanet Early Years Project shall take reasonable steps to ensure personal data is accurate.
Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
Archiving/Removal
To ensure that personal data is kept for no longer than necessary, Thanet Early Years Project shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
The archiving policy shall consider what data should/must be retained, for how long, and why.
Security
Thanet Early Years Project shall ensure that personal data is stored security using modern software that is kept up to date.
Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
Where personal data is deleted, this should be done safely such that the data is irrecoverable.
Appropriate back up and disaster recovery solutions shall be in place.
Breach
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alternation, unauthorised disclosure of, or access to, personal data, Thanet Early Years Project shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO.
Complaints Procedure
Thanet Early Years Project (TEYP) aims to provide the highest standards of care and education in all of our settings. Any complaints received from parents/carers are dealt with as a serious and urgent matter.
If you have a complaint or concern about any aspect of the services provided, it is imperative that you bring this to our attention in order for us to resolve any issues promptly.
It is a requirement of our regulator Ofsted that all complaints received in writing or by electronic mail that relate to one or more of the requirements or conditions of registration are investigated fully and the complainant must receive a written account of the findings within 28 days.
Our procedures for dealing with complaints are as follows:
If you feel able to, talk to the manager/supervisor of the setting in the first instance.
If the matter is not resolved to your satisfaction or if you do not feel able to talk to the manager/supervisor of the setting, please contact the Project Manager on 01843 609630
If you do not feel able to talk directly to staff working within TEYP, in order for us to proceed with a full investigation, please put your concerns in writing or send an email to head office, c/o whereby it will be forwarded to the chair of the Trustees.
Alternatively, you may wish to complain directly to our regulator, Ofsted. The address, together with that of the TEYP can be found below.
Applications, Regulatory and Contact (ARC) Team OFSTED Piccadilly Gate Store Street Manchester M1 2WD Tel: 0300 123 1231
Thanet Early Years Project Thanet Reach Business Park Millennium Way Broadstairs Kent CT10 2QQ Tel: 01843 609630
Thanet Early Years Project will keep a written record of all complaints received (Data Protection Act 2018); details of any action taken and an outcome of the investigation will be provided on request to parents in a summary form.
All records will be retained for a period of 3 years.
Thanet Early Years Project Safeguarding Policy
Each nursery setting has its own version of this policy which parents or carers may view in their settings' Safeguarding and Welfare Requirements (SAWR) folder.
The policies are also available in the links below:-
